Supervisor, Transport and Shipment Unit (G-6)

Position and Grade:	Supervisor, Transport and Shipment Unit (G-6)
Organizational Unit:	Transport and General Support Section Division of General Services Department of Management
Duty Station:	Vienna, Austria
Issue Date:	27 August 2013
Application Deadline:	24 September 2013
Type of Appointment:	Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year
CCOG codes:	2.N

Organizational Setting

The Department of Management (MT) provides a 'platform of services' that serves as a foundation for the successful delivery of the IAEA's scientific and technical programmes. Its mission statement is as follows: "MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose". Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment, works with the press to help clarify the technically complex work of the IAEA, and ensures that all Board documents are translated and distributed on a timely basis to Member States. The Division of General Services provides service functions throughout the IAEA such as travel and transport support, facilities management, archives and records management, and management of the VIC Commissary. It has five sections. The Transport and General Support Section is responsible for the handling of shipment/removals and storage of household goods and IAEA official vehicles. It also prepares and processes petrol tax refunds for official vehicles and diplomats, issues and renews Austrian residency permits ('legitimation' cards) for eligible staff members, experts, fellows, consultants, and interns.

Main Purpose

Reporting to the Head, Transport and General Support Section, the Supervisor of the Transport and Shipment Unit ensures that the Unit functions smoothly and effectively in a customer service-oriented atmosphere. He/she is responsible in finding the most efficient and most economical means of transport including monitoring all shipments containing equipment, samples and radioactive material. In addition, he/she ensures proper handling and transport of personal effects and household goods belonging to staff members.

Working Relationships

The Supervisor is in daily contact with staff at large, internal stakeholders, and outside counterparts (air freight carriers, couriers, customs, manufacturers, vendors, etc.). He/she provides information and advice regarding estimation of shipping costs, airfreight and shipping requirements and procedures, timely and accurate issuance/distribution of goods received. Contacts also involve discussion or explanation, and sometimes negotiation. The Supervisor liaises with other programme areas on matters relevant to the work.

Functions / Key Results Expected

Assign tasks to achieve efficiency and broad job knowledge within the team; set work priorities; check work in progress and upon completion; monitor compliance with work related rules and procedures; and provide feedback on staff performance. Supervise of all incoming and outgoing shipping operations, including storage of personal effects and household goods for recruitment, separation, and education grant. Prepare bids for household removals. Certify invoices for awarded removal contracts and tariff conditions. Supervise and provide guidelines for the registration and de-registration of vehicles for staff members. Supervise the preparation of bids for the sale of official vehicles. Ensure proper handling of the Transport and Shipment Imprest Fund for shipments and visa purposes. Administer transport insurance for all shipments, household removals and vehicles. Adopt best practices to achieve compliance with relevant standards and regulations for optimal and cost effective services. Identify and implement process improvements at his/her own workplace, or recommends workflow streamlining within his/her own organizational unit to achieve efficient process delivery. May liaise with other concerned work areas in process streamlining. Supervise the drivers and establish duty plans for the use of the IAEA's official vehicles stationed at the Vienna International Centre. Organize training courses as needed. Organize the collection and delivery of official consignments for the IAEA and arrange for data input into the Transportation system. Schedule the local transport of radioactive and fissile material in a specially equipped vehicle, thereby assuring adherence to the applicable handling instructions and existing traffic regulations.

Knowledge, Skills and Abilities

Knowledge of shipping and transport terminology and documentation and customs procedures. Established ability to supervise activities of, and delegate to a diverse workforce and to cope with a variety of situations under pressure. Make decisions that impact customer service. Excellent judgment, accuracy and initiative when dealing with outside vendors and counterparts are required. Possesses a high degree of attention to details. High numerical accuracy to detect errors or discrepancies on various documents being reviewed or inspected. Good computer skills and knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint) which is the IAEA standard. Excellent interpersonal skills, including the ability to operate effectively across organizational boundaries and the ability to establish and maintain working relations in a multicultural, multi-ethnic environment with sensitivity and respect for diversity. Excellent communication skills in both oral and written forms are essential (e.g. ability to write reports, performance reviews, etc.).

Education, Experience and Language Skills

Completed secondary education. Minimum of six years of relevant or comparable experience in logistics/household removals, goods shipping preferably in an international environment. Demonstrated recent supervisory experience in supervising a diverse work force. English language test (Level 2) and English typing test (Level 2) to IAEA standard. Excellent knowledge in both spoken and written English. Fluency in both spoken and written German. Knowledge of other IAEA official languages (i.e. Arabic, Chinese, French, Russian, Spanish) an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €47 536 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.

How to Apply

Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online athttp://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered. Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only.Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.

Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.